Assistant Property Manager

MRN Ltd is a family-owned company that creates and manages world-class dynamic, diverse, and sustainable neighborhoods through collaboration with our neighbors and partners to develop a vision for a better future while learning from our past. 

We are different. We listen. We are genuinely interested in the success of our employees both individually and collectively. We are creative problem solvers. We put our people in the right places and leverage individual strengths to build a brighter future.

Job Summary:

The Assistant Property Manager supports the Property Manager in overseeing the day-to-day operations of a designated region of residential and commercial properties. This role ensures the smooth functioning of property activities, helps drive leasing performance, and contributes to the overall success of the property management team. The Assistant Property Manager is also responsible for ensuring we remain compliant with the most current laws, regulations, and confidentiality policies, including but not limited to Fair Housing, city regulations, fire safety, building codes, and related requirements.

Accountabilities:

The Assistant Property Manager will be accountable for successfully executing the following responsibilities:

Leasing and Marketing:

• Meet and greet potential tenants and visitors.
• Schedule appointments and tour potential tenants through properties.
• Conduct successful tours that demonstrate community and product knowledge by communicating the features and benefits of our property.
• Manage leasing inquiries and correspondence with current and future tenants via Yardi/CRM.
• Manage Yardi/CRM leasing queue daily to analyze and document lease sources which will guide marketing resources and maintain leasing traffic reports.
• Maintain awareness of local market trends and conditions through market surveys.

Tenant Relations:

• Respond to tenant issues in a professional manner within 24 hours of notification; resolve as quickly as possible.
• Maintain positive tenant relationships by addressing inquiries, handling complaints professionally, promoting tenant satisfaction, and providing all relevant information and notifications.
• Assist in planning and execution of resident events.
• Provide support to the Property Manager and property management team as needed.
• Assist tenants with moving in/out processes (e.g., scheduling key and fob distribution and collection, property acclimation, collection of prorates, proof of insurance, etc.).
• Ensure information regarding tenant issues, requests, and complaints are responded to, resolved, and accurately noted in Yardi and server files.
• Post, email, and deliver building memos and tenant correspondence.

Property and Unit Maintenance Coordination:

• Inspect available “market ready” units and all vacant units regularly and communicate related service needs (e.g., cleanliness, lightbulbs in working condition, paint touch ups, etc.) to the Site Manager and Property Manager using work orders through Yardi.
• Assess units after a tenant has moved out and partner with maintenance team to determine move out costs, and process charges as needed.
• Perform building inspections as assigned by the Property Manager to ensure aesthetics are maintained to company expectations.

Financial and Administrative:

• Collect delinquent account balances, serve balance due notices for current/past tenants, and send balance to the collection company as needed.
• Collect rent, manage financial and leasing reports, and ensure a balanced rent roll.
• Assist as needed with property utility tracking and billing
• Successful execute the entire eviction process. Always notify and include the Property Manager and legal team as you are navigating the eviction processes.
• Ensure the accuracy of leasing paperwork, server files, and deposits.
• Manage the retention process, including generating and managing renewal and lease option paperwork; send and following up on renewal letters.
• Process new applications as well as resident applications that are outside of new resident terms (e.g., additions, removals, etc.), lease documents and related paperwork.
• Master lease information, rules and regulations, and company policies and procedures. Ability to effectively communicate all terms to residents as needed.
• Maintain familiarization with commercial leases (i.e., terms, tenant and landlord responsibilities).

Key Collaborative Partnerships:

The success of this role is dependent on strong working relationships, collaboration, and alignment with the following internal and external stakeholders:

• Property Manager
• Property management team
• Employees/Coworkers
• Potential and current Tenants
• Third party vendors
• Accounting

Success Measures/Outcomes Expected:

• Expected to maintain a 50% renewal rate, 90-95% occupancy, and 3% or less rent delinquency.
• Effectively managing the prosect lifecycle from inquiry through close; Queue should be cleared at zero inquiries or follow ups at the end of each day.
• Tours to closing ratio, at least 30% for residential properties.
• Maintain complete and accurate tenant server files.
• Meeting departmental and company leasing goals.
• Flexibility and effectiveness in collaborating with others.
• Strategic approach to problem-solving and troubleshooting.
• Ability in navigating tenant challenges.
• Understands and effectively communicates to coworkers, management, tenants, and third-party vendors.
• Professional demeanor and effective communication with coworkers, management, tenants, and third-party vendors.

Qualifications Required:

• 3-5 years of experience in a similar role
• Good organizational and time-management skills
• An aptitude for critical thinking and problem solving
• Flexibility to work hours as business dictates that promote effective and efficient operations and help to achieve overall department goals.

Experience/Knowledge Required:

• Knowledge of property management software such as Yardi Voyager/RentCafe
• Strong and professional verbal and written communication skills
• Ability to work well independently and as a team
• Keen attention to detail
• Time management, multitasking, meeting deadlines
• Professional and friendly approach when communicating with colleagues, tenants, and third-party vendors.
• Familiarity with lease agreements
• Knowledge of housing regulations (Fair Housing)

Physical Requirements:

Candidates must meet physical requirements to effectively perform job responsibilities, which includes frequent standing, walking, sitting, reaching with hands and arms, ability to traverse stairs, and lifting up to twenty-five pounds. This role also requires driving to various locations during the course of the day.

MRN Core Values

• Collaboration: we work as a team to solve problems and recognize individual strengths
• Fairness: we believe in treating people fairly and ensuring decisions reflect as much
• Flexibility: we are openminded to the ideas of others and adapt to changes in order to grow
• Creativity: we innovate and think outside the box to challenge the status quo
• Accountability: we take ownership for our individual actions and collective responsibilities